Take the first steps towards using AI

Our approach combines deep process understanding with leading-edge AI expertise. Discover what sets us apart from other consultancies.

Prepare your organisation for AI

Join our one-day seminar to prepare your team for the effective use of artificial intelligence. We provide practical knowledge and concrete examples so that you can realise the full potential of AI.

Workshop: From an AI Idea to a Productive Business Process

10:00 a.m. to 4:30 p.m. | For entrepreneurs, managing directors and executives of medium-sized companies

How can artificial intelligence, conventional automation and an existing ERP system be combined effectively? In this practical workshop, we explain the requirements for the successful use of AI and how it can generate measurable productivity gains.

Using automated email processing as an example, we demonstrate how AI can identify, classify and extract information from incoming messages and documents. The extracted information is compared with data and ongoing transactions in the ERP system before being processed automatically.

Workshop content

Interaction between AI, conventional automation and ERP systems
Presentation of a specific AI solution for automated email processing
Analysis and simplification of existing processes
Requirements relating to data, interfaces, data protection and IT security
Contributions the company must make to ensure a successful AI project
Services provided by DressenHeims Unternehmensberatung during preparation and implementation
Joint identification of the requirements for AI-driven email automation
Potential next steps following the workshop

Requirements for AI-driven email automation

During the workshop, participants from different companies work through the potential assessment tool provided on this website. At this stage, the objective is not yet to develop a specific solution for an individual company. Instead, the assessment demonstrates which information is required to evaluate AI-driven email automation.

Together, we examine email volumes and categories, the current level of automation, key data sources, required reference numbers, different document structures, and the requirements relating to the ERP system and the necessary interfaces.

The assessment provides participating companies with an initial overview and identifies which information must still be collected before a more detailed evaluation can be carried out.

In a second, more detailed company-specific workshop, the actual processes, data, systems and economic objectives of the individual company can then be examined in greater depth. On this basis, the realistic automation potential and the next steps towards an individual solution can be determined.

Define the goals and scope of the project

The project begins by compiling the available data, process flowcharts and organisational charts. Project targets should also specify the expected impact on financial indicators and productivity.

After the Introductory Workshop: An In-Depth Workshop for Your Company

Building on the insights gained from the introductory workshop and the results of the potential assessment, we offer an in-depth workshop tailored specifically to your company.

Together with the responsible members of your team, we examine your actual email processes. We assess which types of transactions are suitable for AI-driven automation, which information is already available and which organizational or technical requirements still need to be addressed.

The objective of this workshop is not to launch the project immediately. Its purpose is to create a sound basis for deciding whether and under what conditions an automation project should be initiated.

Economic Objectives and Automation Potential

The workshop begins with the joint definition of clear and measurable objectives. These specify which processes are to be improved, which email categories are to be included and what level of automation is to be achieved.

The objectives include the expected productivity gains, the resulting improvements in financial performance and the required quality standards. Examples include:

Shorter processing times
Lower process costs
Additional capacity
Reduced error rates
Greater reliability and processing quality
Faster response times for customers and suppliers

These targets subsequently provide the basis for an objective evaluation of the project’s success.

Analysis of Company-Specific Requirements

The following information is required in preparation for and during the workshop:

Results of the completed potential assessment
Process and data flow diagrams
Organization charts and clearly defined responsibilities
Information about the ERP system and existing interfaces
Data on processing times, costs, volumes and error rates
Information about process steps that are already automated
Real, preferably categorized emails with attachments
Information about data sources, reference numbers and document structures
Requirements relating to data protection, access rights and IT security

The number of test emails required for a subsequent project depends on the number and complexity of the transaction types to be identified. The data must be representative and include different senders, wording, document structures and exceptional cases.

Workshop Outcomes

At the end of the workshop, the following results will be available:

A description of the actual process
An assessment of the relevant email categories
An initial evaluation of the realistic automation potential
An overview of the available and still missing data
An assessment of the ERP connection and the required interfaces
Measurable economic objectives and quality requirements
Clearly defined responsibilities
A recommendation for the next steps

DressenHeims Unternehmensberatung supports the definition of objectives, process analysis, data evaluation and assessment of the economic benefits. If the results demonstrate sufficient potential, the scope of the automation project, the measurable objectives and the requirements for a proof of concept can then be defined.

What does implementation look like in your company?

Our services are particularly well suited to mid-sized trading companies that handle a significant share of their communications by email. If you want to optimise internal processes, increase efficiency and take the next step into the AI era, we are the right partner for you.

Timeline for Preparing and Implementing the AI Email Automation Project

Before AI-driven automation can be developed, the existing processes must be reviewed, simplified and standardized wherever possible. At the same time, the required company data must be collected, evaluated and, where necessary, cleansed or restructured.

By carrying out parts of the process and data analysis in parallel, the project can be completed within a maximum of 18 weeks:

Weeks 1–2: Definition of objectives and project organization
Economic objectives, the desired level of automation, quality requirements, responsibilities and measurable performance indicators are defined.
Weeks 1–4: Assessment of existing processes and data
Workflows, decisions, exceptional cases, existing automation, emails, attachments, reference numbers and relevant master data are recorded.
Weeks 3–6: Process improvement and standardization
Unnecessary process steps are removed, workflows are simplified and decision rules are standardized. The future target process is then defined.
Weeks 3–7: Data evaluation and preparation
The data is reviewed for completeness, quality, consistency and usability. It is categorized and, where necessary, cleansed or restructured.
Week 8: Readiness assessment
The target process, data quality, ERP system, interfaces, data protection requirements and IT security requirements are assessed. Technical implementation is approved only after this review has been completed.
Weeks 9–11: Development of the proof of concept
Representative company data is used to determine whether the defined email categories can be identified reliably, the required information can be extracted completely and the planned business checks can be performed successfully.
Weeks 12–14: Connection to the ERP system and automation
The technical transfer of data to the ERP system or other applications is established. Validation rules, approvals, error handling and manual review steps are integrated and tested.
Weeks 15–16: Pilot operation and economic evaluation
The solution is tested under real operating conditions. Recognition quality, level of automation, processing times, error rates, productivity gains and economic benefits are measured.
Weeks 17–18: Optimization and preparation for production
The pilot results are evaluated, necessary adjustments are made and the requirements for production use are finalized.

Meeting this timeline requires the relevant employees, documents, data and system access to be available on time and all necessary decisions to be made promptly.

Weekly project meetings are used to review results, outstanding tasks and necessary decisions. Every two weeks, management reviews progress against objectives, the project timeline, data quality and key risks.

DressenHeims Unternehmensberatung coordinates the project and ensures that process improvements, data quality, technical implementation, productivity gains, financial performance improvements and quality standards are continuously monitored.